Event Assistant

Description

POSITION SUMMARY

The Events Assistant supports the Director of Events with the planning, preparation, and execution of events throughout Rod ’N’ Reel Resort.

This is a hands-on position that includes both administrative work and onsite event support. Responsibilities may include preparing event materials, maintaining checklists, coordinating with vendors, assisting with setup and breakdown, supporting entertainers, checking in guests, and helping with event-day needs.

Events may include concerts, live entertainment, resort events, holiday celebrations, marina and community events, family activities, and other special events.

RESPONSIBILITIES

• Assist with the planning, preparation, setup, and execution of resort events.
• Maintain event checklists, calendars, timelines, and event files.
• Prepare wristbands, credentials, signage, check-in materials, and event supplies.
• Assist with vendor and entertainer arrival, setup, hospitality, backstage needs, and load-out.
• Help organize entertainment information, including riders, schedules, Certificates of Insurance (COIs), and event requirements.
• Assist with event setup, seating, signage, equipment, and guest flow.
• Support guest check-in, registration, VIP areas, activities, raffles, and other event needs.
• Communicate event information and updates to the appropriate resort departments.
• Monitor event areas and help ensure they remain clean, organized, safe, and guest-ready.
• Help address event-day issues and communicate concerns to the Director of Events.
• Assist with event breakdown, inventory, expense tracking, event recaps, and follow-up.
• Provide general administrative support to the Events Department.
• Work closely with Food & Beverage, Sales, Marketing, Hotel Operations, Marina, Facilities, Security, Housekeeping, Front Desk, Finance, and other departments as needed.
• Complete other duties as assigned.

QUALIFICATIONS

• Previous experience in events, hospitality, entertainment, customer service, restaurants, hotels, tourism, or a related field is preferred.
• Strong organizational skills and attention to detail.
• Dependable with good follow-through.
• Ability to manage multiple tasks and adjust priorities when needed.
• Comfortable taking initiative and asking questions when needed.
• Friendly, professional, and comfortable working with guests, vendors, entertainers, team members, and leaders.
• Ability to work independently and as part of a team.
• Comfortable handling both administrative work and hands-on event responsibilities.
• Ability to remain calm and adjust when event plans or needs change.
• Basic computer skills.
• Must be available to work a flexible schedule based on event and resort needs, including days, evenings, weekends, holidays, concerts, and special events.
• This position is scheduled up to 29 hours per week and is not a traditional Monday through Friday schedule.

PHYSICAL REQUIREMENTS

• Ability to stand and walk for extended periods.
• Ability to lift and carry up to 40 pounds.
• Ability to assist with event setup and breakdown.
• Ability to move throughout the resort property during events.
• Ability to work indoors and outdoors in varying weather conditions.